Have you received a job offer and decided not to take the position? When you decide to reject a job offer, it’s a good idea to let the employer know that you're declining as soon as possible.
Nowadays, many employers are relaying job offers via email. As such, it’s perfectly appropriate to respond to the offer over email, even if you have decided not to accept the job. It is possible to be brief and to the point over email while remaining cordial and polite.
A professional email will help you maintain a positive relationship with the employer.
It’s important to stay on good terms. You never know when you might want to apply for another job at the company.
Tips for Sending a Job Offer Rejection Email
- Send your email ASAP. One of the benefits of sending professional correspondence via email is speed. Therefore, when rejecting a job offer via email, you should send the email as soon as you have decided that you are not going to accept the job offer. This is considerate, as it gives the employer time to move forward with alternative candidates.
- Be brief. You do not need to say much in your email. Your message should be polite, brief, and to the point. It’s important to keep it professional, positive, light, and respectful.
- Be courteous. There is no need to share what you did not like about the job offer, the job, the boss, the company, or any other negative criticisms. Keep those thoughts to yourself as you might unexpectedly find yourself crossing paths with this employer at some point in the future.
There may be other positions or open roles with the same employer that are a better fit, and you will not be considered for them if you send a negative message saying why you decided not to accept the job.
- Use sample emails as a guide. When writing a job rejection email message, you can use sample messages for inspiration. Be sure to tailor your message to reflect your personal and professional circumstances.
- Proofread, edit, and test your message before sending. Make sure your message is perfect before emailing it to the hiring manager. Send yourself a test message to make sure that your email is correct and formatted appropriately.
What to Include in the Email Message
- A subject line with your full name listed and a reference to the job offered (e.g., “Job Offer – Your Name”)
- A professional greeting
- Your thanks and appreciation for the offer
- State the fact that you have chosen to decline the offer
- A signature with your contact information
Declining a Job Offer Email Message Examples
Review sample email messages, with and without a reason for turning down the position, sent to decline a job offer.
Rejection Email Without a Reason Example
Subject Line: Job Offer – Ted Gonzalez
Dear Mr. Owen,
Thank you very much for offering me the opportunity to work at Owen & Owen, LLC. I appreciate the time you spent meeting with me to discuss the job.
It was a difficult decision, but I will not be accepting the position.
I would, again, like to express my gratitude for the offer and my regrets that it did not work out. You have my best wishes in finding a suitable candidate for the position. I wish you and the company well in all future endeavors.
Rejection Email With a Reason Examples
Rejection Email Message With a Reason #1
Subject Line: Jane Smith – Job Offer
Dear Ms. Cho,
Thank you very much for offering me the position of Training Coordinator with Apple Tree Learning. I appreciate the offer and your interest in hiring me.
Unfortunately, I have accepted a position with another company that is a good match for my current professional goals.
Again, I do appreciate both the offer of employment and your consideration. Thank you for such a pleasant interviewing experience.
Rejection Email Message With a Reason #2
Subject Line: Roger Clay – HR Specialist Job Offer
Dear Mr. Peterson,
Thank you so much for sending along this offer letter regarding the HR Specialist role for which I recently interviewed. I sincerely appreciate you extending the offer and your interest in hiring me.
As you may remember from our last conversation, I was just accepted into a graduate degree program, and have since decided to move forward with my education this coming fall. Because of this, I am sorry to say that I will have to decline your generous offer.
I want to reiterate that I truly appreciate the offer, and regret that I will not be able to join the company at this time. Thank you again for your time.
Send Your Job Offer Rejection via Email: Because so much professional correspondence takes place over email, it’s appropriate to send your rejection letter electronically.
Be Courteous and Respectful: Send your email promptly and be sure to thank the employer for their time and offer. Do not share any criticisms of the interviewer or organization.
Don’t Provide Too Much Detail: There’s no need to go into a great deal of information about your decision.